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You can add and manage users from Chase Config. Once a user is added, you need to ensure that they are active and have a valid license before they can log in and work. You can activate a User license online, or by contacting the Chase Support Centre. A user will have access to functionality in Chase based on a combination of their License Type and User Rights. For more information, click here.

If you are the Chase Administrator, you are responsible for ensuring Chase licenses are up to date for monthly license billing. Chase licenses are billed a month in advance, based on a count of active licenses taken by the 24th of each month. For example, your count of active licenses as of 24 Feb will appear on your billing for March.


When a user leaves, you can deactivate their license if no longer required, or transfer the license from one user to another.

IMPORTANT

It is advisable that each user that has a license is marked active to avoid paying for a license that is not being used

Here's a visual demonstration for adding a new User


Below are steps to show you how to:

  • add a new User
  • activate a user's license


Step-by-step guide



  1. Navigate to Settings, click on Resources and select Users


    The Users screen appears. Some columns may be hidden on your screen. To unhide columns, click the arrow on any column heading. Expand the Columns option, and check the checkbox next to the column name you want to be displayed.

  2. Click the Add New button on the Toolbar.


  3. On the New User dialog, click the OK button to create the user.


    A new editable line is added to the end of the list of existing users.

  4. Enter the key details of the new user.
    1. Enter their full name in the User Name field.
    2. Enter the User's initials in the Initials column. Note that the initials must be unique within the list of Users.
    3. Enter the User's Email address. It is to this email address that timesheet reminders and task notifications will be sent, and from which documents will be mailed. Note that this field is mandatory.
    4. When a new user is created, the Is Active checkbox is checked by default. Ensure that this User is active before proceeding.

  5. Once all mandatory fields have been entered, Save changes made to the screen. 



  6. Click the Advanced Edit button against the new User to add more details.

  7. The User Details dialog appears. Please note that these fields are optional and not all of them apply to every agency. You would only fill in the ones that apply to your agency/functionality.

     Enter the new User details.
    1. Select the User's job title in the Title/Designation field.
    2. Select the User's Department.
    3. Enter the User's office Phone Number
    4. Enter the User's Mobile Number
    5. Enter the User's office Fax Number.
    6. Select the User's Birthday date.
    7. Enter an alternate identification for the User, such as their employee number or personal identity number, in the Alt Ref No field. 
    8. Assign the required User Rights by copying from another user with the same functionality/seniority, selecting from a list, or entering the rights (alphabets). For more details on User Rights click here
    9. Select the Timesheet Admin User to whom this User must submit their Timesheets.
    10. Select the user who may capture time on behalf of this User in the Timesheet Capturer field.  For more details on this field, see how to capture someone else's time and Setting up a Timesheet capturer
    11. Check the Show In All Traffic Divisions checkbox to display the User on all Traffic Divisions when planning tasks using the Resource Planner.
    12. Enter the name of the User's Manager
    13. If the User is linked to a supplier for Expense Claims, select the supplier from the Linked Supplier field.
    14. Select how this User's Timesheets will be administered in the Timesheet Type field.  For more information on each administrative rule, see Introduction to Users
    15. In the Target Hours field, enter the number of Timesheet hours the User is expected to log on a daily basis. If the target hours are not achieved, a Timesheet reminder will be emailed to notify the User that they have not completed their Timesheets. This field is compulsory for Timesheet Users.
    16. Enter the total number of hours work the User must complete each month in the Working Hours Per Month field.
    17. If the User has certain skills, click the drop down arrow on the Skill field and select from the list.
    18. Click on the Calendar button in the Creation Date field and select the date when the User becomes active on the system.  After this date, the User will have access to Chase and will be expected to submit Timesheets. This field is compulsory for Timesheet Users.
    19. The Failed Login Count field, shows the number of failed login attempts due to an incorrect password. 
    20. Click on the drop down arrow in the Accounting Export Scope field, and select from a list of export options.  This indicates what type of information this User will be allowed to export to the agency's accounting package, if integration is active.  
    21. If the agency uses Active Directory authentication, enter the User's Active Directory username in the Active Directory UserName field. 
    22. If the agency uses CRM check the Is Sales Manager checkbox.
    23. Select the Allow Auto-Fill On Timesheets For Incoming Booking to allow the user to view all bookings that have been assigned by Traffic. For more details click here.
    24. Select the Include as Participant on Incoming Booking, to assign the user to bookings that they have planned.
    25. Select the Always show User on Resource Planner to make the user visible on the Resource Planner, even if they have no tasks assigned.
    26. The Send Welcome Email button is only available if a user has been licensed. This will send an email to the user with a link for logging into Chase.
  8. Click the OK button once all the necessary information is added.


    Once you click the OK button you will be redirected to the Users screen.


  9. With the user selected, click the Activate User License button on the Toolbar.


    The User To License dialog appears


    Notice that the name of the User is already selected in the User To License field. To select another User, click the drop down arrow on this field and select a different User to license. 


  10. Select the method of licensing that your agency uses. 


     Activating an online license


    1. Click the New License field, and select a license type.


    2. Click the License User button.

    3. If the Send Welcome Email checkbox is selected, an email with a Chase link for logging in will be sent to the user.



     Activating a Support Centre license


    1. Contact support@chasesoftware.co.za with the full name and initials of the User to activate, as well as the type of license required (Full Chase, Lite or Timesheet).

    2. Enter the license code received from Chase Support, in the License Key field.

    3. Click the License User button.

    4. If the Send Welcome Email checkbox is selected, an email with a Chase link for logging in will be sent to the user.



  11. Click the Save button to make your changes permanent.


    Once a user is added and licensed, they will be prompted to change their Chase password when logging in. As the Chase Administrator, you can use the Send Welcome Email button or the onboarding mail to help get the user started in using Chase.